What are the responsibilities and job description for the Branch Operations Manager position at City of Seattle?
Rainier Beach, 9125 Rainier Ave S., Seattle, WA 98118, Seattle
Regular, FLSA-exempt, full-time position (40 hours per week)
Salary Range: $94,356.72 – $114,714.72 annually
Hours will include weekdays, weekends and evenings. This classification is part of a bargaining unit represented by AFSCME. A pay period is two weeks in length.
This recruitment is open to the public and to The Seattle Public Library's employees. Please submit your NEOGOV application, cover letter and resume by 5:00 p.m. on November 14, 2024 to be considered.
Overview
Please consider this Operations Manager role at the Rainier Beach Branch of The Seattle Public Library. The Rainier Beach area is home to vibrant and diverse communities. A successful candidate for this Operations Manager role will have an open and engaging approach to their leadership and partnership role helping these communities achieve their goals. This Operations manager will support staff with operations, scheduling, staffing, conflict resolution, coaching and problem-solving, with the aim of helping the branch and Southeast Region be a successful partner, both externally and internally. This Operations Manager will support teamwork and team building that helps staff to collectively remove barriers to the access, resources, and joy that all people deserve from their Rainier Beach Branch. If you share these values and meet the qualifications, the Library invites you to apply for the Branch Operations Manager position.
As part of The Seattle Public Library our mission is to bring people, information and ideas together to enrich lives and build community. We view Seattle as a city where imagination and opportunity continue to thrive. Since 1891, we have grown from a single reading room in Pioneer Square to a world-class library system with 27 locations.The Library works every day to foster and support a healthy city and a healthy democracy. We do this work guided by the principles of intellectual freedom, literacy and the love of learning, racial equity, privacy and confidentiality, respect for the community, strong partnerships and innovation. We are an active and committed partner in the City of Seattle's Race and Social Justice Initiative.
Library employees are highly regarded by the public for their knowledge, quality of service and caring. As a workplace, we value respectful and transparent communication, partnership and engagement. We are enriched individually and organizationally because of our diversity and growth mindset. We take time to recognize and celebrate the achievements of others.
The Branch Operations Manager must have a passion for public service, strong leadership skills, work well in a team environment, and a commitment to centering equity in their work with the staff and community. The ideal candidate will be a creative problem solver who provides key leadership in managing the branch’s operations, ensuring excellent customer service, and managing the branch environment to provide a welcoming, safe and attractive experience for Library patrons.
The Branch Operations Manager works to select, hire and develop capable staff, coordinates with other departments to maintain equipment and facilities, and provides payroll, scheduling and other administrative support for branch staff and operations. The Branch Operations Manager supervises circulation and shelving staff, and works collegially with librarians and information services staff to deliver the full range of library services to the public. As the building lead, the Branch Operations Manager also interprets policies and procedures, specifically related to circulation and rules of conduct, and works with patrons to resolve problems.
The Branch Operations Manager reports to a Regional Manager and works closely with a regional management team that collaborates to coordinate and support services and operations across the respective regions.
Branch Leadership: Lead responsibility for day-to-day management and maintenance of the public service and safety environment of the branch. Serve as the on-site supervisor to provide management support to the branch staff and facilitate the staff’s engagement in resolving service, security, technology and other issues. Develop the agenda for and lead monthly branch staff meetings. Participate in the work of the region’s management team. Serve as the branch’s liaison with other Library departments and external parties for facilities, technology and other operational issues.
Facility and Operations Management: Organize and oversee the flow of materials, deliveries, shelving, routing and other materials control functions. Oversee branch supplies, repairs and other branch operations. Oversee cleaning and work order submissions for the building or for equipment (i.e. public access computers, staff computer workstations, Radio Frequency Identification equipment and bins, etc.) and work with Facilities Services or Information Technology to resolve other facility/building or equipment issues. Conduct studies and projects, which might include, for example, studies of shelving requirements, delivery procedures, staffing levels and efficiency of staffing assignments, holds functions and others. Train new staff, and all staff as needed, for changed procedures, hardware, software or other variables in the work environment. Gather and analyze statistics, develop reports for both regular operations and special projects. Make presentations. As assigned, assist with developing budgets, monitoring expenditures and initiating purchasing procedures, developing and maintaining systems for management of new equipment and other resources, and supporting regional operations. Manage the implementation of Library policies and procedures at the branch.
Supervision: Assign work to staff, monitor and evaluate work performance. Secure appropriate administrative guidance and recommend, develop and implement performance improvement activities, conduct performance appraisals, develop corrective action plans and assist with disciplinary actions when needed. Assist with the management of disability accommodations, worker’s compensation claims, leave requests, and similar staff services. Oversee the development of individual work plans for clerical staff.
Scheduling: This position is responsible for monitoring and maintaining day-to-day changes in branches, and may be assigned responsibilities related to regional schedules. This position arranges for replacement Intermittent staff support, monitors and processes leaves and other related absences, and ensures that staff scheduling, leaves and operations are consistent with policies, regulations, labor agreements, and Library practices.
Payroll and Personnel Transactions: Ensure proper reporting of time worked and proper use of leave balances. Monitor and report payroll adjustments. Serve as the liaison with the Human Resources and Payroll Coordinator to ensure that timesheet information is accurate and payroll practices are consistent with policies. Keep informed of changes in payroll practices and procedures and communicate policies and procedures to staff. Route questions and issues relating to payroll issues to appropriate administrative support. Responsible for paperwork related to new hires, separations, leaves and other staffing transactions at the branch.
Staffing: Plan for staff turnover, respond to temporary staff changes and needs and assist with new hire processes. Facilitate recruiting and selection processes for materials handling, circulation, and shelving positions. Collaborate with Regional Managers and Human Resources, including requesting authorization to proceed as required and participating in the interviewing and reference checking process, recommending selections, and providing for new staff orientation and training at the worksite. Ensure that staffing actions such as separations, transfers and appointment changes (reductions in hours, etc.) are properly documented and reported and receive appropriate administrative oversight.
Public Services: As needed, provide public information services at the Circulation Desk and as a back-up for the Information Desk. Keep current with Library resources, programs, services, and policies to ensure quality customer service. Serve as a resource to staff for handling and resolving patron circulation inquiries. Oversee public services such as public access and staff computer workstations, assisting with the use of photocopiers and other machines, and providing recommendations and guidance regarding the configuration of public service resources in all technologies and formats. Serve as the lead staff person in the branch for handling and resolving public service issues and complaints. Responsible for enforcing the Library’s Rules of Conduct and working with staff, Security and Facilities to maintain a safe, welcoming library environment. Supports staff in their efforts to enforce the Rules of Conduct through training and coaching.
Education: A high school diploma or Graduate Equivalent Degree (GED) is required. Post-secondary education and/or relevant work experience will be considered in determining candidate competitiveness. A Bachelor’s degree is strongly preferred.
Supervision Skills: Work experience organizing and coordinating the work of others. Training and experience should include: (1) ability to plan and organize own work and that of others; (2) ability to delegate work and to monitor work after delegation; (3) knowledge of and/or training in supervisory practices, individual coaching and staff training, work planning and scheduling and performance evaluation; (4) general knowledge of rules applications, regulations, labor agreements and policies and practices relating to staffing; and (5) workflow analysis and improvement. Two (2) years or more of work experience coordinating the work of others is preferred.
Workgroup Direction: Minimum of 1 year of experience with team-building to take group in a new direction, or leadership of a new project or program. Project management experience and/or experience facilitating projects across organizational/department boundaries is desired. Experience working in an urban environment with a diverse group of staff, and modeling excellent internal or external service provision skills.
Library/Customer Service Experience: Minimum of 2 years of experience performing Library circulation functions OR related customer service and customer account functions at an expert level. Basic reference and readers’ advisory services, and current knowledge of services, resources, programs and events available to patrons throughout the Library system are a plus. Must demonstrate experience working in communities with a range of ethnic and/or socioeconomic diversity, and modeling excellent customer service skills for patrons of all ages, abilities, and backgrounds.
Operations Management Skills: Work site and office management skills including supply and inventory management, budget management, office records and correspondence, purchasing procedures, securing maintenance services, and similar administrative support functions. Experience scheduling staff in a retail or similar environment is highly desirable.
Communication Skills: Excellent interpersonal communication skills, including the ability to interact effectively with diverse Library patrons and staff; resolve conflicts among staff, between staff and patrons and between patrons; work effectively with other staff in a team setting, on projects and in work groups, including planning and facilitating meetings. Must have excellent written and verbal communication skills.
Judgment and Initiative: Ability to work independently and effectively with minimal supervision, understand and interpret a variety of complex oral and written instructions, exercise initiative and creativity in resolving problems, recognize and set priorities, and coordinate multiple on-going projects. Ability to lead and support staff in creating and maintaining a positive public services environment in challenging circumstances.
Office Technology Skills: Working familiarity with networked personal computers and intermediate skill levels in Microsoft Office applications, specifically Word and Excel, email and electronic file maintenance; basic skills retrieving information from the Internet; basic skills operating office equipment including photocopiers, printers, and fax machines.
Project Management Skills: Knowledge and experience assisting with events or projects, including planning, scheduling staff and rooms, coordinating resources, evaluating and communicating needs and/or outcomes, monitoring progress, budgeting for staff or materials, and developing reports, informational materials and/or records.
Transportation: Ability to travel between Library branches, as needed.
Desired Qualifications
- Demonstrated experience working with racially, culturally and economically diverse communities.
- Demonstrated experience with interacting with and supporting people who are experiencing housing insecurity and individuals who are living with social and behavioral challenges.
- Demonstrated experience with strategies and principles of de-escalation and specific experience employing those skills in a customer service setting as a leader.
- Strong relationship building and conflict resolution skills.
How to Apply
Please submit the following items by 5:00 p.m. on Thursday, November 14, 2024 to be considered for this position. Your application will not be considered if these items are missing or incomplete.
- Online application with responses to the supplemental questions.
- A cover letter that describes how your experience and skills align with the job responsibilities and qualifications. Please let us know why you want to do this work.
- Current resume that summarizes relevant education, experience, knowledge and skills.
Applications that do not include a cover letter, resume, and complete online application will not be considered.
Applicants will be screened for competitiveness, completeness, and written communication skills. Initial screening will be based on a review of application materials. The employment history detailed in your application materials MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates will be invited to participate in a series of one or more interviews.
Benefits and Salary Information
The full salary range for this position is $94,356.72 – $114,714.72 annually.
The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans
Information about retirement plans can be found at: https://www.seattle.gov/retirement
Additional Information
If you have questions regarding this bulletin or employment at The Seattle Public Library, please send an email to job.applications@spl.org. The Library promotes diversity and inclusion in employment. If accommodations are needed during the selection process, please contact us.
Please keep in mind that job offers are contingent on a review of criminal history as well as verification of information provided by the applicant as part of the application process.
Salary : $94,357 - $114,715
